Contracts Coordinator

Position Summary:

Performs purchasing functions for a variety of goods and services including both routine transactions and complex transactions, which may have undefined or debatable specifications. Also, provides technical procurement assistance to all university departments.

Essential Functions, Duties, and Responsibilities:

• Prepares bids, selects qualified potential bidders, solicits bids, evaluates bids to determine responsiveness of vendor and compliance with specifications. Conducts pre-bid conferences as needed.
• Reviews requisitions submitted by departments for completeness and compliance with requirements, including appropriate GL account codes, supporting documentation, etc. Conducts follow-up with staff as necessary to obtain required information. Determines appropriate method of purchase RFB, RFP (Request for Proposal).
• Interacts with vendors to resolve problems, gain knowledge of production, lead time, market conditions, pricing, and availability.
• Works with Accounts Payable to maintain accurate vendor records and resolve issues.
• Advises and trains departments on university procurement policies and procedures, rules, and regulations.
• Performs actions relative to the financial systems, including analysis of outstanding purchase orders, year-end reporting, year-end processes, vendor history reporting, review of blanket purchase orders, review of historical information for creation of term contracts, etc.
• Investigates using department complaints about goods and services, recommends appropriate action, prepares correspondence regarding status of requisitions, purchase orders, shipments, complaints, etc.
• Inspects samples to determine compliance with bid specifications.
• Manage 3rd party ordering sites (Amazon, Fischer, Staples, etc.) Controls university's personnel access to sites and resolves issues.
• Prepares accident report forms for submission to the Office of Administration.
• Maintains vehicle list and license, ensures vehicles and manages fuel cards.
• Assists with Purchasing Card program.
• Manages and maintains contracts within the Purchasing department.
• Manages buying and procurement processes within the buying section of Purchasing.
• Responsible for reviewing contracts, leases, and agreements as described by GASB 87 and GASB 96.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of public procurement rules, contracts, policies, and procedures required, with knowledge of higher education procurement desired.
• Ability to secure, interpret, and analyze technical data required.
• Proficiency with Microsoft Office (Excel, Word, Outlook) required.
• Ellucian/Colleague product knowledge or experience with enterprise financial software systems desired.

Education and Experience:

• A bachelor's degree in business administration or related area, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary is required.
• Two-years purchasing experience is required.
• Certification as a Certified Public Purchasing Buyer (CPPB) or Certified Professional Supply Manager (CPSM) is preferred.

Physical Requirements:

• Light sedentary office work.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 25 lbs.

This job description is not intended to be a complete list of all responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Lincoln University. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.